Compare Transactions and Adjust Pell Grants

Use the Awards tab on the Awarding page to: 

  • Review the disbursements, refunds, and stipends paid to the student from Pell grant funds (The transactions have been processed by the Student Accounts department.) 

  • Compare the disbursements and refunds to the records at COD

  • If the records do not match, add the adjustments that are sent to COD

  • Delete adjustments for Pell grants

For example, you can add adjustments to disbursement records to correct a disbursement that is on file at COD for an incorrect amount.

Prerequisites

Authorizations:

  • Common - Student - View

  • Financial Aid - Student Award - Edit

If your institution has configured permissions for fund sources and you want to:

  • Compare transactions, you must be in a staff group that has permission to view the fund source

  • Add or delete adjustments, you must be in a staff group that has permission to edit the fund source. Refer to Fund Source Security.

To add adjustments, the award must also have an origination status of Accepted or Batched to Send.

To delete adjustments, the adjustment must not have been sent to COD.

The student must not be in a financial aid hold group.

Access

Students > select the student > Financial Aid > Awarding > Awards

Review and Compare Transactions

  1. Verify the program version and, if needed, select the correct version from the Program Version drop-down.

  2. Select the Academic Year.

  3. Select the record for the Pell grant.

  4. Select the Received Disb and Refunds/Stipends tab.

  5. Review the values in the Received Disbursement & Refunds/Stipends grid.

    Amount Closed The dollar amount associated with the record.

    Batch IDClosed The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    Check Number Closed The check number and, if applicable, reference number used for the transaction. This is displayed only if you select Check as the Payment Method.

    Date Deposited Closed The date when a receipt was deposited in the bank.

    Date Received SentClosed The date when the disbursement was received, the refund was sent, or the stipend was paid.

    Date Signed Closed The date when the student signed for the disbursement received.

    Refunds/Stipends Due Date Closed The date the refund is due to be sent to COD or the date the stipend is scheduled to be paid to the student.

    StatusClosed The status of the disbursement. For Direct loans, the statuses are Scheduled (S), Paid (P), or Canceled (C). For all other awards, the statuses are: N = Not Ready to Send to COD, R = Ready to Send to COD, B = Batched to send to COD, A = Accepted by COD, and E = Rejected by COD.

    TermClosed Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

    Type Closed The type of transaction. D = disbursement; R = refund; S = stipend; A = adjustment.

  6. Compare the values in the Received Disbursement & Refunds/Stipends grid to the values in the Disbursements at COD grid.

    AmountClosed The dollar amount associated with the record.

    CampusClosed The campus where the student or students were enrolled.

    COD Comment CodesClosed The FAFSA Processing System (FPS) adds comment codes and text to the student’s transaction to provide information to the student and the Financial Aid Administration (FAA) about the student’s processed FAFSA.

    COD StatusClosed Status of the transaction at COD. The statuses are: A=Approved; B=Batched sent; E=Error; R=Received

    Date Sent Closed The date when the requested item, information, or document is sent.

    Disbursement Number Closed The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

    Disbursement Reference Closed A 2-digit number that Anthology Student can assign to a disbursement in the FA Pell Disbursements table.

    Disbursement SequenceClosed Indicates the sequence number for the adjustment if there is more than one adjustment for a disbursement number.

    Enrollment IntensityClosed Enrollment intensity is the percentage of full-time enrollment at which a student is enrolled, rounded to the nearest whole percent. For example, if full-time enrollment is 12 credit hours and the student is enrolled in 12 credit hours, the enrollment intensity would be 100%. If the student is enrolled in 7 credit hours, the enrollment intensity would be 7 ÷ 12 × 100% = 58%. Pell Grants are prorated according to the student’s enrollment intensity, rounded to the nearest whole percent. The Enrollment Intensity field will be presented for every financial aid term; however, for FA terms falling in an award year prior to 2024-25, the field may not have a value. A value could be populated for prior terms if enrollments are unregistered or dropped.  ClosedRead Note.

    Export Batch IDClosed A unique export batch ID is associated with each export batch and used for tracking purposes.

    Prev Disbursement Sequence Closed Record number for the previous transaction associated with the disbursement provided by COD.

    YTD Amount Accepted Closed Total year-to-date Pell amount accepted by COD.

Add Adjustments

  1. Select New Adjustment. Anthology Student displays a dialog. The fields in the dialog depend on whether you have configured financial aid to use Anthology Student Pell software for the award year.

  2. Review the Total Accepted Disbursement AmountClosed The disbursement amount accepted by COD. or Current Accepted AmountClosed The disbursement amount accepted by COD..

  3. Specify the values.

    Adjustment AmountClosed The amount of the adjustment. When the disbursement is adjusted by the amount you specify, it cannot be less than $0. For Pell grants, when the disbursement is adjusted by the amount you specify, it cannot exceed the maximum Pell amount calculated by Common Origination and Disbursement (COD).

    Adjustment DateClosed The date when the adjustment is effective.

    Disbursement DateClosed The date the disbursement was paid.

    Disbursement Number Closed The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

    Disbursement Reference Closed A 2-digit number that Anthology Student can assign to a disbursement in the FA Pell Disbursements table.

    Disbursement SequenceClosed Indicates the sequence number for the adjustment if there is more than one adjustment for a disbursement number.

    New Disbursement AmountClosed The revised disbursement amount.

    Prev Disbursement Sequence Closed Record number for the previous transaction associated with the disbursement provided by COD.

  4. Save your changes.

Limitations

You cannot add an adjustment for a disbursement that: 

  • Is waiting on a response from COD (Anthology Student automatically adds a record to the COD disbursement file when the disbursement is posted as received to the ledger card for the student.)

  • Has another pending adjustment that has not been sent to COD

  • Has an adjustment to a previous disbursement that has not been sent to COD

You cannot change the date and amount of the disbursement in the same adjustment. You must specify an adjustment for each change instead.

Delete Adjustments for Pell Grants

  1. Verify the program version and, if needed, select the correct version from the Program Version drop-down.

  2. Select the Academic Year.

  3. Select the record for the Pell grant.

  4. Select the Received Disb and Refunds/Stipends tab.

  5. Select the record for the disbursement in the Disbursements at COD grid.

  6. Select Delete Adjustment. The adjustment is removed from the grid.